Configuring Transaction Workflow Rules

To configure a transaction workflow:

Select Administration > Hierarchy > Settings > Transaction Workflow Rules.
Enter the hierarchy ID in the Hierarchy ID field, or click the link and select a node from the hierarchy tree.
Select Override inheritance.

Note:The Override inheritance check box overrides the settings from the parent hierarchy ID, which is listed in the Inherited from field. This allows you to configure the transaction workflow rules differently for the selected hierarchy ID. If this check box is not selected, you will not be able to make any changes on this screen, and the selected hierarchy ID will retain the settings of the parent node.
Select Enable Approval Processing.
From the Minimum Number of Approval Levels list, select the minimum number of approval levels required to approve transactions.

Select 0 if the transaction does not require approval after it is reviewed by the cardholder.

Note:When you select 0 as the Minimum Number of Approval Levels, the Review check box will still display on the Transaction Detail screen. The cardholder will select this check box to indicate that the transaction has been reviewed.
From the Additional Approval Levels list, select the number of additional approval levels required for transactions over a certain dollar amount. Enter the dollar amount in the adjacent when Transaction Amounts Exceed field.

Select 0 if the transaction does not require approval after it is reviewed by the cardholder.

Optionally, select Use Hierarchy Approval Routing.

When this option is selected, transactions will be routed to an approval authority in a hierarchy level above the employee’s level. If there are no additional approvers above the employee’s level, then approval routing is considered complete.
Optionally, select Permit Final Approver Directed Routing.

When this option is selected, the user who is listed as the final approver can specify an additional approver whose approval authority in the hierarchy is greater than their own.

Note:You do not need to select the Use Hierarchy Approval Routing option in order to implement the Permit Final Approver Directed Routing option.
Optionally, select Allow Transaction Editing After Approval.

When this option is selected, transaction accounting codes and line items will remain editable throughout the transaction approval process. Cardholders will be able to edit these fields even after the transaction is approved, provided it has not been exported. The transaction will become locked for editing only after it is exported by the mapper.
From the Forward to Next Approver after list, select the number of days before the transaction is automatically forwarded to the next approval level if an approver does not respond.

When this option is configured, PaymentNet will automatically skip an approval level when an approver does not respond within the specified time frame. If you do not want to skip approval levels, select Never.
Use the Transaction Approver Notification Email Settings to configure email notifications for approvers (if desired). For more information about how this setting affects your approvers, see the table below.
Use the Cardholder Notification Email Settings to configure email notifications for cardholders (if desired). For more information about how these settings affect your cardholders, see the table below.
Click Save.

Workflow Email Notification Settings
Setting	Description
Require Transaction Approver to Receive Transaction for Approval Email Notifications	If this option is selected, transaction approvers will receive email notifications when transactions in their scope of view need to be approved. The Transactions for Approval email notification will be automatically selected on the My Profile – General Information screen for all approvers, and they will not be able to opt out of receiving these notifications.
Email Notification Schedule Day	Use these lists to specify how frequently notifications will be sent to approvers. For a Daily schedule, select Every Day or Every Weekday. For a Weekly schedule, select the day of the week. For a Monthly schedule, select the day of the month (1-28) or select Last Day of Month. For a Cycle schedule, select the name of an accounting cycle and then select First day of Current period or Last day of current period.
Require Cardholder to Receive Rejected Transaction Email Notifications	If this option is selected, cardholders will receive email notifications when one or more of their transactions have been rejected by an approver. The Transactions for Review (Rejected) email notification will be automatically selected on the My Profile – General Information screen for all cardholders, and they will not be able to opt out of receiving these notifications.
Require Cardholder to Receive New Transaction Email Notifications	If this option is selected, cardholders will receive email notifications when they have transactions that need to be reviewed. The Transactions for Review (New) email notification will be automatically selected on the My Profile – General Information screen for all cardholders, and they will not be able to opt out of receiving these notifications.
Review Email Reminder Schedule Day	Use these lists to specify how frequently notifications will be sent to cardholders. For a Daily schedule, select Every Day or Every Weekday. For a Weekly schedule, select the day of the week. For a Monthly schedule, select the day of the month (1-28) or select Last Day of Month. Note: If both cardholder options are selected, the same schedule will be used to send both types of notifications.